UO Events Calendar

Event Submission Guidelines

Draw more people to your event with a well-written calendar post. The University of Oregon Events Calendar is a robust information source provided as a service by University Communications. Events help students and employees feel engaged and connected to their campus.  

Students, faculty, staff, and community members may submit UO-related events. If you are part of a school or college, please contact your unit communicator in advance to find out if other promotions or partnerships are already in the works.  

The submission form is easy to follow; below are details for extra context to make your event listing successful. Please submit events two weeks in advance and allow two to three business days for approval. Editor reserves right to edit for clarity and UO style.

Some helpful notes before beginning your post:

  • If the event is hosted by multiple departments, coordinate who will submit the event and check that it isn’t already submitted.
  • Types of events appropriate to submit: UO sponsored, cosponsored, hosted, affiliated, or organized by UO departments, schools, colleges, museums, programs, or institutes, taking place on or off campus.
  • More information equals more engagement. Complete as many fields as possible, with as much information as available.  
  • Use other marketing methods for private meetings, credit classes, or commercial advertising. 

Post your event

  • Click on the Submit an Event button on the top right and fill out as many of the fields as you can.
  • Title your event. The title of your event should make it appealing and relevant to the reader. Use the lecture title instead of just the speaker’s name unless they are well known. Long titles (over 60-70 characters) may get cut off in different views but will show at the very top of the listing. Aim for brevity and put the complete name in description. 
  • Provide event details. Explain what is the event is about, who should attend, and what they should expect. Tips for an engaging description: 
    • Use action words (instead of exclamation points!) to describe why someone should attend. 
    • If it is a presentation, explain what the person will talk about, don’t just add their biography. 
    • Don’t repeat information that is listed in other fields. 
    • Spell out acronyms. 
    • Use common words someone would use to search for the event. 
    • Proofread and confirm spelling of all names.
  • Schedule your event. Date is required. Confirm a.m. or p.m. when choosing time. Use “repeating” drop down menu if event recurs.
  • Add a location. Use one of the pre-configured UO place names that connect to the mapping feature. The location should autofill as you type. 
  • Include promotional details:
    • Hashtag: The # symbol will be added automatically to the first word. Other words will need hashtags without commas (ducks #dance #winter). When someone shares the event to Twitter/X, hashtag searches may bring up your event. 
    • Event website: If your event doesn’t have a website, add a phone number or email to the description so a potential attendee can get more info. 
  • Upload an event photo.
    • The recommended size is 1920 x 1080 px, and since these photos will be cropped differently across webpages, we recommend putting the most important part of the image in the center. The maximum allowed is 5000 x 500 px (10 MB). 
    • Choose a compelling image such as a headshot of the speaker, people at a previous event, artwork, or logo.
    • Images with text, such as an event poster, are not recommended and not accessible to screen readers; any text in the image must be in the description. (Learn more about web accessibility.) If you must use text in photos, aim for the text to be as close to the center of the image as possible and be large enough to be legible on mobile. The fewer words, the better.  
    • Make sure you have permission to use the image (and approval from any people in it) and that it is not copyrighted or inappropriate. 
    • Most photos appear rectangular rather than square. However, Tthe image ratio of a digital display screen graphic is not the same and doesn’t translate correctly to the events calendar. The image displays narrower on different webpage views and edges may get cut off or event type tags may block part of the photo. Anything along the margins of the photo (approx. 70 px) will be cropped out in certain views. 
    • Make sure you have permission to use the image (and approval from any people in it) and that it is not copyrighted or inappropriate. 
    • Stocks photos are available from Oregon Digital or Adobe Stock (faculty, staff, and graduate employees only). 
    • Always add alt text in the photo description box. 
    • If you don’t have an image, it will default to the “O” logo.
  • Filter your event. Start typing in the field for autofill feature.
    • Select one or more Event Types. 
    • Select the Department(s) that sponsor the event. Do not tag departments that are not sponsors. If they have a calendar widget, the event will appear on their website. Do not use for who you want to attend. 
    • Select Target Audience for who can attend event. If audience is restricted to a sub-audience group (e.g., specific majors) choose general group (e.g., students) and indicate details in description field. If event is open to anyone, please select ‘all students,’ ‘faculty/staff,’ and ‘general public.’ 
    • Select Group if it is hosting or participating in the event. 
    • Certain admin permission types may enter multiday conferences. 
  • Note whether there will be tickets to your event.
    • Add price and URL if someone can buy tickets online, otherwise leave blank. The calendar has a feature called Localist Register that can be used. If the event is free, choose that as an Event Type tag. 
    • Only major university events can be marked as “sponsored.” 

You will be notified by the calendar moderator within two to three business days when your event is approved or denied. If you wish to become an event editor or upload bulk events, get supervisor or communicator permission and email uoevents@uoregon.edu. To get a widget that feed events to your department website refer to the Localist guide (calendar software vendor) or contact your website editor and IS support. A channel is another showcase option. 

Why did my event get rejected?

  • No connection to the UO. 
  • Description lacks basic information. 
  • No audience, location, or host listed. 
  • Excessive text on image, not in description field. 
  • Editor has discretion to email submitter directly for clarification instead of rejecting event. 

Other event promotion considerations

  • The more people that click I’m Interested can make the the listing appear as a Trending Event. The person gets a reminder about the event a day prior. 
  • Is your school or college communicator aware of your event? Is it included in a larger communication plan? 
  • Want to reach employees? Submit your idea to be considered for the Workplace newsletter. 
  • Student groups can submit a communication request through Student Life Strategic Communications and Marketing (which includes the Quick Quack newsletter). Students can also add groups and events to Engage. 
  • If you’re in the planning stages of an event, check the calendar for other big happenings on your desired dates to avoid conflicts. 
  • Most local media outlets have a free community calendar. 
  • Get a personalized list of events sent to your email account with the Digest emailer. 

Have more questions? Contact uoevents@uoregon.edu. Tech/widget questions? Submit a general IT help ticket or contact your department’s tech support. Thanks for your submission!